DEFINITION Under general supervision, performs a variety of clerical and administrative duties in support of City staff and functions; serves at the counter and on the phone and answers inquiries and responds to complaints from the public; reviews and routes mail and phone calls to appropriate staff; processes invoices, purchase orders, billings, time sheets, and office supply orders; collects fees and payments from the public; maintains records of revenues and expenditures; prepares and coordin... more details
Summary
DEFINITION
Under general supervision, performs a variety of clerical and administrative duties in support of City staff and functions; serves at the counter and on the phone and answers inquiries and responds to complaints from the public; reviews and routes mail and phone calls to appropriate staff; processes invoices, purchase orders, billings, time sheets, and office supply orders; collects fees and payments from the public; maintains records of revenues and expenditures; prepares and coordinates cash deposits; files documents and records; reserves and confirms rentals of City facilities; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned management and supervisory personnel. Exercises no supervision of staff.
CLASS CHARACTERISTICS
This is the fully qualified journey-level classification in the administrative support series is responsible or performing the full range of clerical and administrative duties in support of an assigned department. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Office Assistant in that the latter performs the more complex work assigned to the series, such as providing specialized administrative and secretarial support to commissions and committees, and/or tracking and monitoring departmental operational documents.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Answers incoming telephone calls; provides information and answers questions; addresses issues and concerns from members of the public, vendors, and City staff; refers issues to the appropriate staff or department; checks and replies to voicemail and email messages; greets visitors and residents at City facilities; distributes literature pertaining to City services and events.
Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, staff reports, public notices, letters, emails, memoranda, certificates, invitations, budget reports, spreadsheets, community outreach materials, flyers, postcards, directories, and commendations; checks drafts for punctuation, spelling, and grammar, and suggests corrections.
Collects and distributes incoming mail, packages, email communications, correspondence, reports, requests for service, and complaints to appropriate staff; receives, processes, and tracks documents such as permit applications, contract agreements, proposals, plans and specifications, plan submittals, insurance certificates, subpoenas, summons, petitions, and claims.
Schedules and prepares City facilities for meetings and special events; reserves and confirms rentals of City facilities; maintains online calendars for facility use; opens, locks, and secures facilities; processes facility request applications; prepares sign-in sheets for events, workshops, and other functions.
Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; maintains and/or establishes filing systems; audits files for compliance with federal, state, and local laws and records retention schedules; mails out public notices.
Collects fees and payments from the public; maintains records of and reconciles revenues collected; provides support to cashiering staff; prepares and coordinates cash deposits.
Orders supplies, equipment, and materials; ensures adequate inventory of department supplies; seeks competitive price quotes from various vendors; schedules equipment repairs and maintenance issues.
Prepares and processes invoices, purchase orders, change orders, billings, and time sheets; monitors departmental revenues and expenses; gathers bids; assembles purchase requisitions; enters data for budget tracking.
Processes and tracks payroll; receives and verifies timesheets; verifies account numbers on timesheets; enters payroll data into automated timekeeping system.
Schedules and coordinates appointments, meetings, seminars, conferences, and training sessions; acts as meeting and/or committee secretary; prepares meeting agendas and informational packets;
Observes and complies with all City and mandated safety rules, regulations and protocols.
Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
City-wide and department-specific policies, processes, and procedures.
General office business and administrative practices.
Payroll and finance software used by the City.
Business arithmetic.
Basic principles of handling cash including making cash deposits.
Principles and practices of record keeping.
City and mandated safety rules, regulations and protocols.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
Understand and respond to requests for assistance from the public and City staff, both on the telephone and in person, and take detailed messages.
Receive, open, review, sort, date stamp, and distribute mail.
Prepare and type a variety of documents and forms such as correspondence, agendas, public notices, and reports using correct punctuation and grammar.
Handle requests or complaints in a professional manner.
Organize and prepare supplies and materials for programs and activities.
Implement new or revised departmental programs as directed.
Review and process invoices from vendors for payment; and monitor expenditures.
Follow written and verbal instructions.
Demonstrate responsibility when handling sensitive matters or confidential documents.
Perform assignments with a high degree of independence.
Be detail oriented.
Interpret, apply, and explain applicable federal, state, and local codes, regulations, policies, technical processes, and procedures.
Make accurate arithmetic calculations.
File and maintain automated and hardcopy records with accuracy.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, organize own work, set priorities, and meet critical time deadlines.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Minimum Qualifications
Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education: Equivalent to completion of the twelfth (12th) grade.
Experience: Two (2) years of responsible general clerical administrative experience.
Licenses and Certifications:
None.
Typing Certificate.
Additional Information
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
E-Verify: The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.
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